CITY COUNCIL POLICY
CP 1-6
Category: General


Department:City Clerk

TITLE:  Public Body Meeting Procedures

Approved:  July 10, 2007


A.	Purpose

1.	These Rules of Procedures for meetings of City of 
Peoria Public Bodies are intended to establish a 
standard policy and identify rules and procedures for 
the conduct of public meetings of public bodies of the 
City of Peoria.  These rules of procedure are not 
intended to apply to public meetings of the City 
Council, which are addressed in separate (though 
similar) rules of procedure (“City Council Meeting 
Rules of Procedure,” City Council Policy CP 1-2).  
Public bodies that are subject to these rules of 
procedure include City Council Committees, City of 
Peoria Boards, and City of Peoria Commissions.

2.	These Rules of Procedures apply to all aspects of 
Public Body meetings, including the preparation and 
publication of public notices, the preparation and 
publication of meeting agendas, and the preparation 
and reporting of meeting minutes.  The City of Peoria 
is governed by A.R.S. §§ 38-431, et seq., which is 
commonly known as the “ARIZONA OPEN MEETING 
LAW.”  It is the Policy of the City Council that all 
public meetings be conducted in a timely and orderly 
manner; that notices, agendas, and minutes of public 
meetings be prepared, published, and distributed; that 
all documentation relating to the City’s open public 
meetings be made available to the public; and that all 
issues as set forth above be done in general 
conformance with the laws, the City Charter, the City 
Code, this or any other Council Policy, applicable 
Rules of Conduct, Procedures, and Regulations 
governing same, and Scott, Foresman version of 
Robert’s Rules of Order.

3.	If a Public Body adopts specific additional rules that 
are designed to reflect the unique nature of the 
material that it considers, then in the event of a 
conflict between the specific rules and these general 
Rules of Procedures, the specific rules of the Public 
Body shall govern

B.	Defined Terms.

1.	“Agenda.”  As set forth in the Order of Business, an 
agenda is a formal listing of items to be considered by 
the Public Body at a noticed public meeting.  The 
agenda may not be changed less than 24 hours prior 
to the public meeting.

2.	“Legal Counsel.”  The City Attorney will determine 
whether an attorney is necessary to attend a Public 
Body Meeting to provide legal advice to the Public 
Body.  Depending on the role of the Public Body, for 
example whether it is performing a quasi-judicial 
function, the designated counsel may be a member of 
the Office of the City Attorney or outside counsel hired 
by the City for such purpose.

3.	“Meeting.”  The gathering of a quorum of members of 
the Public Body, as a result of a Public Notice and 
Agenda, to propose to take legal action or to 
deliberate regarding legal action to be taken in the 
future.

4.	“Meeting Packet.”  A compilation of documents 
supporting the items listed on the Agenda and 
requiring Public Body action, which may be used by 
Public Body members, Staff, and the public for more 
in-depth information than may be presented in an oral 
report.

5.	“Minutes.”  The documented history of each meeting 
of the Public Body and the discussion and action 
taken by that Public Body.  The minutes’ format 
normally follows the order of business as reflected in 
the public notice and agenda for that particular 
meeting.  Included in the minutes are: meeting date, 
time, location, members’ present and absent, staff 
members present, other officials or persons present (if 
pertinent to the meeting) and the number of public 
present. The subject, an overview of the main issues 
under discussion, the motion and second, and the 
action taken including the vote is also included in the 
minutes.

6.	“Notice.”  A formal announcement to the public that 
sets forth the date, time, and place for which a 
meeting of a Public Body will be held.  Giving formal 
notice of meetings is done as provided by Statute, 
Charter, Code, City Policy, or other Rules and 
Regulations of the Public Body.

7.	“Presiding Officer.”   The Chairperson of a Public 
Body, who shall preside over the Meeting of the 
Public Body and conduct the meeting in conformance 
with and adherence to all applicable Statutes, 
Policies, Rules, Regulations, and Procedures.

8.	“Public Body.”  Any formally created Board, 
Commission, or Committee of the City.

9.	“Quorum.”  A quorum is the minimum number of 
members of the Public Body who must be present in 
order for business to be legally transacted.  An 
alternate member of a Board or Commission does not 
count when determining a quorum, unless the 
alternate is serving as a regular member due to an 
absence of the Regular Member.  A quorum is one 
more than one-half of the total membership of the 
Public Body, unless established otherwise by the By-
laws of the Public Body.  For example:
	
	With a 3-member body, a quorum is 2.
	With a 4- or 5-member body, a quorum is 3.
	With a 6- or 7- member body, a quorum is 4.
	With a 10- or 11- member body, a quorum is 6.
	With a 19-member body, a quorum is 10.

10.	“Staff Liaison.”  The City employee, or designee, 
assigned by the City Manager to support all Meetings 
of a particular Public Body. 

C.	Agenda Preparation

	1.	Preparation and Distribution.

The Staff Liaison shall prepare the Agenda for any 
meeting of a Public Body in conformance to the Order 
of Business as set herein. Agendas of all Public Body 
meetings shall be available no less than 24 hours 
prior to said meetings.

	2.	Placement of Items on Agenda.

Items shall be placed on the agenda for a meeting of 
a Public Body by request of a member of the Public 
Body or the Staff Liaison.

	3.	Submission of Items for Executive Sessions.

A request for an Executive Session pursuant to State 
law should be reviewed by the Legal Counsel who 
shall ensure compliance with applicable laws.

	4.	Documentation for Meetings of Public Bodies.

A Meeting Packet containing documentation for a 
meeting of a Public Body shall be assembled, 
reproduced, and made available to members of the 
Public Body and the public at least 24 hours prior to 
the meeting.  A Meeting Packet should contain the 
Agenda, Minutes from the Public Body’s most recent 
meeting, and documentation that may be attached to 
support items on the Agenda, such as a Staff Report.

D.	Meeting Notices 

1.	Preparation.  The Staff Liaison shall prepare all public 
meeting notices of a Public Body and file a Notice and 
Agenda with the City Clerk no less than 72 hours 
before the date and time set for the meeting.

2.	Official Posting Locations and Timing.  The City Clerk 
shall post the official notices of all meetings of a 
Public Body in the following three locations: (1) Peoria 
Post Office, 85th & Peoria Av; (2) Peoria Community 
Center, 84th & Jefferson; (3) Peoria City Hall, 8401 
W. Monroe Street on the Administrative Building 
Posting Boards.  All meeting notices shall be posted 
no less than 24 hours before the date and time set for 
said meeting in accordance with A.R.S. § 38-
431.02(C).

3.	Annual Notice -- Public Bodies.  The Staff Liaison for 
each Public Body, not later than January 2nd of each 
year, shall file a statement with the City Clerk’s Office 
stating where all public notices of their meetings will 
be posted and shall give such additional public notice 
as is reasonable and practicable as to all meetings.

E.	Meetings To Be Public 

1.	All meetings of a Public Body are open to the public, 
with the exception of those meetings called as 
Executive Sessions pursuant to A.R.S. §§ 38-431.02 
et seq.

2.	All public meetings may be recorded or photographed 
by means of audio, video, or photographic equipment 
provided, however, that there is no interference in the 
orderly conduct of the meeting, and that said 
equipment is placed in non-hazardous locations as 
designated by the City’s Facility Management staff.
        
F.	Order of Business
	
1.	Agenda.

	The Order of Business of each meeting shall be 
contained in the Agenda.  The Agenda shall be a 
sequentially numbered listing by topic and a brief 
description of the subjects that shall be taken up for 
consideration.  A Public Body meeting should abide 
by the following agenda:

Call to Order (Convene)
Roll Call
Disposition of Absence (may be put on the Consent 
Agenda if a Consent Agenda is used) (Should 
include the name of the member absent and the 
Meeting Date.  If not on Consent, the wording for 
this item is: Discussion and Possible Action to 
Approve the Absence of ________ from the meeting 
of _____________)
Final Call to Submit Speaker Request Forms (If public 
is allow to speak on issues that are not a Public 
Hearing)
Presentations
Consent Agenda (If one is used)
(Consent Agenda items are listed in the following 
order: Minutes, Disposition of Absences from 
previous meetings, Unfinished Business, New 
Business)
Unfinished Business
New Business
Call to the Public (if used)
Reports From Staff
Reports From Public Body Member
Adjournment
        
2.	Issues That May Be Considered.

	Only matters appearing on the Agenda and items 
reasonably related thereto shall be considered by the 
Public Body holding the meeting, with the exception of 
an emergency issue which may be considered in 
conformance with A.R.S. §§ 38-431 et seq.

3.	Items to be Taken in Order.

a.	The Presiding Officer may consider items out 
of sequence from the printed Agenda for the 
meeting.

b.	Action may be taken on all items listed for 
action on the Agenda.  In the event of an 
emergency, action may be taken on items not 
listed on the Agenda; however, the subsequent 
action must be noticed in accordance with the 
Open Meeting Law.

4.	Call to Order.

	The meeting shall be called to order by the Presiding 
Officer.
5.	Roll Call.

	Following the Call to Order and before proceeding 
with the business of the Public Body, the Presiding 
Officer shall call the Roll, and the names of Public 
Body members both present and absent shall be 
entered in to the minutes.  Under the Open Meetings 
Act, the City may permit members to attend by 
Teleconference as A.R.S. 38-431 permits attendance 
by technological devices, when such members are 
outside Maricopa County, Arizona on the date and 
time of the meeting.  In the event that a member is 
attending by technological device, then such meeting 
would automatically be moved to a location such as 
Economic Development Conference Room that has 
appropriate equipment for such purposes.  If a 
quorum is not present, those in attendance will be 
named for the record and, in the absence of the 
Presiding Officer, the Staff Liaison will adjourn the 
meeting.

	6.	Consent Agenda.

a.	The Consent Agenda lists items that are of 
such a nature that discussion is not required, 
or concern issues that have been previously 
studied by the Public Body. These items may 
be adopted by one motion.

b.	There is no detailed discussion on items listed 
under the Consent Agenda, unless a member 
of the Public Body requests that an item or 
items be removed for discussion.  Members 
may ask a question without removal of the item 
from the Consent Agenda.

c.	Items removed from the Consent Agenda are 
considered in their normal sequence as listed 
on the Agenda, unless called out of sequence 
as provided for herein.

	7.	Public Hearings.

a.	Generally Public Hearings, other than those of 
a quasi-judicial nature, shall be conducted in 
the following order:

1)	The Presiding Officer will announce the 
matter that is set forth for a Public 
Hearing, and (if appropriate) ask the 
Staff to provide a short summary of the 
matter.

2)	The Presiding Officer will then ask the 
Applicant to speak on their application if 
they so desire.

3)	At the conclusion of the Staff Report 
and/or presentation by the Applicant, the 
Presiding Officer will open the Public 
Hearing for comments from the public.

4)	After all public comments are heard, the 
Presiding Officer will close the Public 
Hearing, and may ask Staff or the 
applicant to respond to the comments.

5)	The Presiding Officer may then call for a 
motion and second (if applicable) and 
ask if the Public Body wishes to discuss 
the issue.  The Public Body may then 
proceed to discuss the matter.

6.	Upon conclusion of discussion, the 
Presiding Officer will call for action on 
the motion.

b.	Questions or comments from the public shall 
be limited to the subject under consideration.  
Depending upon the extent of the Agenda, and 
the number of persons desiring to speak on an 
issue, the Presiding Officer may, at the 
beginning of the hearing, limit testimony, but in 
no event to less than 3 minutes per individual.  
Upon approval of the Public Body, persons 
may be allowed to speak longer than 3 
minutes.  The Public Body may ask the 
individual speaker questions, and the speaker 
may respond.

c.	Quasi-judicial hearings shall be conducted in 
accordance with the principles of due process, 
and the Legal Counsel to the Public Body shall 
advise the Public Body in this regard.

	8.	Public Comment.

a.	General.  At the pleasure of the Public Body, 
individuals may address the Public Body on 
any subject pertaining to or related to the 
Public Body’s business, whether listed on the 
Agenda or not, and according to the prescribed 
schedule.

b.	Speaker Request Form.  All citizens, and 
interested parties wishing to speak before the 
Public Body shall fully complete a Speaker 
Request Form/s and, if possible, submit the 
form/s to the City Clerk, or designee prior to 
the meeting being convened; but in any case 
submissions should be made no later than the 
Presiding Officer announcing the “Final Call to 
Submit Speaker Request Forms and Call to the 
Public”.  Sufficient Speaker Request Forms are 
located in the Council Chamber’s Lobby (the 
public entry area into the Chamber), and at the 
City Clerk’s position on the dais.  The 
completed forms will be retained by the City 
Clerk in the Official Files for a period of 1 year 
and are a public record.

c.	Call to the Public--Non-Agenda Items.  
Presentation of petitions, or public comments 
on Non-Agenda issues are heard under “Call to 
the Public.” 

1)	The Presiding Officer may limit the 
number of speakers heard on non-
agenda topics at any single meeting.  If 
it appears that several speakers desire 
to speak regarding a single topic, the 
Presiding Officer will limit the number of 
speakers to a maximum of five.

2)	All citizens and interested parties will be 
limited to a maximum of 3 minutes to 
address the Public Body on a Non-
Agenda item.  The time limit may be 
waived by consensus of the Public 
Body.

3)	The Public Body may not discuss any 
issue not listed on the Agenda, except 
to thank the speaker, or direct Staff to 
address appropriately.  Any questions 
raised by the speaker on non-agenda 
items will not be answered by the Public 
Body, but will be referred to the City 
Staff for follow-up.

d.	Call to the Public - Agenda Item. 

At the appropriate item on the Agenda, the 
Presiding Officer will, in the order in which the 
Speaker Request Form was received, call by 
name each individual who has asked to speak 
on a specific Agenda Item.  Those speaking 
before the Public Body will be allowed 3 
minutes to address the Public Body, but time 
limits may be waived upon consensus of the 
Public Body.

e.	Interaction between Speaker and Public Body.

The purpose of all public comments is to 
provide information and the speaker’s views for 
the Public Body’s consideration.  It is not 
appropriate for the speakers to question 
directly, or debate the matter under 
consideration with Staff, other speakers, the 
audience, or members of the Public Body.  All 
comments should be addressed through the 
Presiding Officer.  After being recognized by 
the Presiding Officer, the Public Body may 
question the speakers, any applicant’s 
representatives, or City Staff.  Except when 
answering a direct question from a Public Body 
member, all remarks will be addressed to the 
Public Body as a whole, and not to individual 
members.

f.	Speaker Decorum.

Proper decorum must be observed by 
speakers in providing testimony and remarks.

1)	The Presiding Officer shall keep control 
of the Meeting, and require that the 
speakers refrain from abusive or 
profane remarks, disruptive outbursts, 
protests, or other conduct which disrupts 
or interferes with the orderly conduct of 
the business of the meeting.

2)	Personal attacks on Public Body 
members, City Staff, or members of the 
public are not allowed.  Oral 
communications during the Public Body 
Meeting may not be used to lodge 
charges or complaints against any 
employee of the City, regardless of 
whether such employee is identified in 
the presentation by name or by any 
other reference, which tends to identify 
the employee.  Any such charges or 
complaints against employees shall be 
submitted during normal business hours 
to the City Manager for appropriate 
action.

3)	It is inappropriate to utilize the public 
hearing or other Agenda item for the 
purpose of making political speeches, 
including threats of political action.  
Engaging in such conduct, and failing to 
cease such conduct upon request of the 
Presiding Officer, will be grounds for 
ending a speaker’s time at the podium 
or, at the direction of the Presiding 
Officer, for removal of any disruptive 
person from the Meeting Room.

4)	After a motion has been made, or after a 
public hearing has been closed, no 
member of the public shall address the 
Public Body without first securing 
permission of the Presiding Officer.
               
g.	Documents

	Exhibits, letters, petitions, and other 
documentary items presented or shown to the 
Public Body on a public hearing item become 
part of the record of the public hearing.  Twelve 
collated sets of written or graphic materials 
should be provided by the speaker prior to the 
commencement of the hearing to allow for 
distribution to the Public Body, key City Staff, 
and a copy for the Staff Liaison to include in 
the public record of the hearing.  Reduced 
copies (8 1/2" x 11") of large graphic exhibits 
should be provided as part of the sets of 
materials for distribution as provided above.  
This requirement may be waived for signed 
petitions submitted by neighborhoods or other 
citizen groups, although these groups are 
required to present the originals to the City 
Clerk for the Record, and are encouraged to 
provide copies as set forth above.
        
9.	Presentations/Reports by Members of the Public 
Body or Staff.

a.	Any Public Body member or City staff may 
bring before the Public Body information 
regarding activities of outside agencies, City or 
Community events or programs, or items 
needing placement on future Agendas related 
to the duties of the Public Body.

b.	These informational issues, appointments, or 
requests are put before the Public Body under 
the “Reports from the Members” or “Reports 
from Staff” portions of the Agenda.  These 
matters need not be specifically listed on the 
Agenda.

	10.	Adjournment.

a.	The open public meetings of the Public Body 
may be adjourned without motion and vote.

b.	The Presiding Officer shall ask: “Is there any 
further business to come before the Public 
Body?”  Being none, the Presiding Officer shall 
then formally adjourn the meeting by saying: 
“There being no further business to come 
before the ______ (name of the Public Body), 
the meeting is adjourned,” or “Hearing none, 
the meeting is adjourned.”

G.	Rules, Decorum, and Order

1.	Robert’s Rules of Order.

	Certain rules known as Robert’s Rules of Order, 
Newly Revised (1990, 9th Edition, by Scott, 
Foresman) shall be used as a general guide for the 
conduct of all Public Body meetings.  Copies are 
available in the Office of the City Attorney, the Office 
of the City Clerk, the Peoria Public Libraries, and the 
Council Chamber.

2.	Participation of Presiding Officer.

	The Presiding Officer is responsible for the 
maintenance of order and decorum at all times.  No 
person is allowed to speak unless they have first been 
recognized by the Presiding Officer.  All questions 
and remarks shall be addressed to the Presiding 
Officer.  The Presiding Officer may debate from the 
Chair, subject only to such limitations of debate as are 
imposed on all Public Body members; and he/she 
shall not be deprived of any of the rights and 
privileges of a member by reason of his/her acting as 
Presiding Officer.

3.	Question to be Stated.

 	The Presiding Officer shall verbally restate each 
question immediately prior to calling for discussion 
and/or the vote.  Following the vote, the Presiding 
Officer shall verbally announce whether the question 
carried or was defeated. The Presiding Officer may 
also publicly state the effect of the vote for the benefit 
of the audience before proceeding to the next item of 
business.

4.	Points of Order.

	The Presiding Officer shall determine all Points of 
Order, subject to the right of any member to appeal to 
the whole Public Body.  If any appeal is taken, the 
question (motion) shall be: “Shall the decision of the 
Presiding Officer be sustained?”  In which event, 
following a second, a majority vote shall govern, and 
conclusively determine such question of order.

5.	Decorum and Order.

a.	Public Body members.

Any member desiring to speak shall address 
the Chair and, upon recognition by the 
Presiding Officer, may speak.
b.	Employees. 

Members of the administrative staff and 
employees of the City shall observe the same 
rules of procedure and decorum applied to 
members of the Public Body.  Any staff 
members desiring to address the Public Body 
or members of the public shall first be 
recognized by the Chair. 

c.	Public.

Members of the public attending Public Body 
meetings shall observe the same rules of order 
and decorum applicable to the Public Body.  
Unauthorized remarks or demonstrations from 
the audience, such as applause, stamping of 
feet, whistles, boos, yells, and/or other conduct 
which disrupts or interferes with the orderly 
conduct of the business of the meeting shall 
not be permitted.

d.	Enforcement.

The Presiding Officer may direct a Police 
Officer present to remove from the room any 
person who violates the decorum and order of 
the meeting.  If no Police Officer is available, a 
member of the Board or a Staff Member may 
be designated as the ex-officio Sergeant-at-
Arms of the Public Body.  Upon instructions 
from the Presiding Officer, it shall be the duty 
of the Sergeant-at-Arms to remove any person 
from the public meeting.
               
6.	Conflict of Interest.

All Public Body members are subject to provisions of 
the Arizona Revised Statutes, City Charter, City 
Code, and the City’s Ethics Policy relative to conflicts 
of interest.  Any member prevented from voting 
because of a conflict of interest shall also refrain from 
any participation in the issue under which a conflict 
exists.  Such member must leave the Dais during 
debate and vote on the issue.

7.	Rulings of Chair on Procedural Issues.

	In presiding over Public Body meetings, the Presiding 
Officer shall decide all questions of interpretation of 
these rules, points of order or other questions of 
procedure requiring rulings.

a.	The Presiding Officer, or Public Body by 
consensus, may suspend strict observance of 
Policies, Rules, Regulations, and Procedures, 
and any applicable provision of Robert’s Rules 
for the timely and orderly progression of the 
meeting.

b.	In the event of a conflict between these rules 
and Robert’s Rules of Order, these rules shall 
govern.

c.	In the absence of a rule herein to govern a 
point or procedure, Robert’s Rules of Order 
shall be used as a guide.

8.	Appeal the Ruling of the Chair.

	As applies to members of the Public Body, any such 
decision or ruling of the Chair shall be final.  However, 
immediately following the Chair’s ruling as it applies to 
other than members of the Public Body, a motion and 
second to appeal the ruling can be made, and the 
ruling can be overridden or suspended by a majority 
vote of the members present and voting.  If not 
appealed, the Chair’s ruling shall be binding and 
legally effective for purposes of the matter under 
consideration.

H.	Motions

A motion is the formal action taken by the Public Body in 
order to introduce and place an item before the Public Body 
for debate and possible action.  A motion also may be made 
following the presentation of a report or other 
communication.

1.	Processing of Motions.

a.	When a motion is made and seconded, it shall 
be stated by the Presiding Officer before 
debate.  A motion so stated shall not be 
withdrawn by the mover without the consent of 
the person seconding it.

b.	Prior to the Presiding Officer stating the 
motion, the maker has the right to modify the 
motion as the maker pleases, or to withdraw it 
entirely.  If the motion is modified, the member 
who has seconded it has the right to withdraw 
the second.

c.	Also prior to the Presiding Officer stating the 
motion, and without recognition by the 
Presiding Officer, a member of the Public Body 
can say: “Mr. or Madam Chair, I would like to 
ask the maker of the motion if he/she would 
accept the following modification to his/her 
motion...”



d.	If a modification made by another member is 
accepted by the maker of the motion, then the 
person suggesting the modification has, in 
effect, seconded the modified motion and no 
further second is needed.  If the member who 
seconded the unmodified motion withdraws the 
second after modification, the second is 
presumed made by the member suggesting the 
modification.

2.	Division of Question.

 If the question contains two or more propositions that 
could be divided, the Presiding Officer may, and upon 
the request of a member shall, divide the same.

3.	Precedence of Motions.

	 When a motion is before the Public Body, no motion 
shall be entertained except the following, which shall 
have precedence in the following order:
        	
        	Fix the time to adjourn
        	Adjourn
        	Recess
        	Raise a question of Privilege
        	Call for Orders of the Day
        	Lay on the Table
        	Previous Question
        	Limit or extend limits of debate
        	Postpone to a certain time (Definite)(Same as “Carry 
Over” or “Continue”)
        	Commit (Refer or remand to a Committee)
        	Amend
        	Postpone Indefinitely (“Kills”) 
        	Main Motion
        
4.	Motion to Postpone Indefinitely.

	A motion to postpone indefinitely is used to effectively 
“kill” action to vote on an item.  This motion is 
debatable, and because it can be applied only to the 
main question it only can be made while the main 
question is immediately pending (a motion and 
second is on the floor).

5.	Motion to Table.

	A motion to table shall be used to temporarily bypass 
the subject.  A motion to table shall be un-debatable 
and shall preclude all amendments or debate of the 
subject under consideration.  If the motion shall 
prevail, the matter may be “taken from the table” at 
any time prior to the end of the next Regular Meeting.

6.	Motion to Limit or Terminate Discussion.

	Such a motion shall be used to limit or close debate 
on, or further amendment to, the main motion and 
shall be un-debatable.  If the motion fails, debate shall 
be reopened; if the motion passes, a vote shall be 
taken on the main motion.

7.	Motion to Amend.

a.	A motion to amend shall be debatable only as 
to the amendment.  A motion to amend an 
amendment shall be in order, but a motion to 
amend an amendment to the amendment shall 
not be in order.

b.	An amendment modifying the intention of a 
motion shall be in order, but an amendment 
relating to a different matter shall not be in 
order.

c.	A substitute motion on the same subject shall 
be acceptable, and voted on before a vote on 
the amendment.

d.	Amendments shall be voted on first, then the 
main motion as amended.

8.	Motion to Continue.

Motions to continue to a definite time shall be 
amendable and debatable as to propriety of 
postponement and time set.

I.	Voting Procedure

1.	Casting a Vote.

a.	In acting upon every motion, the vote shall be 
taken by casting a mechanical yes/no vote, 
voice, or roll call or any other method as 
determined by the Presiding Officer by which 
the vote of each member of the Public Body 
may be ascertained clearly.

b.	The vote on each motion shall be entered in 
the records by number of votes for or against.  
Members casting a vote in the minority shall be 
identified by name in the record.  The record 
also shall include the name/s of any member not 
casting a vote by reason of being absent from the 
room at the time of the vote.

c.	If a member has declared a Conflict of Interest 
and is absent during the roll call vote, the Staff 
Liaison shall include “Absent for the Vote due 
to a declared Conflict of Interest” in the official 
minutes as part of the results of the vote.  

d.	If the roll call method of voting is used, the 
Presiding Officer shall call the names of all 
members.  Members shall respond “Yes” or 
“No.”  It shall not be in order for members to 
explain their vote during “roll call” voting.

e.	The minutes shall reflect all reasons for failure 
to vote.

	2.	Failure to Vote.

a.	All members of the Public Body, in attendance 
of a duly called meeting that requires formal 
action, are required to vote, unless the issue 
involves the conduct of the member or a 
declared conflict of interest.

b.	Should a member fail to vote, his/her “vote” 
shall be counted with the majority of votes cast; 
however, in the event of a tie vote, his/her 
“vote” shall be counted as a “No.”

3.	Reconsideration.

	Any member of the Public Body who voted with the 
majority may move a reconsideration of any action at 
the same or next available meeting. After a motion for 
reconsideration has once been acted upon, no other 
motion for reconsideration thereof shall be made 
without the unanimous consent of the Public Body.

4.	Tie Votes.

	On a tie vote, a motion requiring a majority vote for 
adoption is a lost motion.  When all members are 
present, a tie vote on whether to grant an appeal from 
official action shall be considered a denial of such 
appeal, unless the Public Body takes other action to 
further consider the matter.

J.	Minutes of Meetings

1.	The Staff Liaison shall ensure Staff attendance at all 
Meetings of Public Body for the purpose of taking 
notes and audio recordation of the Meeting.

2.	To the extent possible, all open public meetings shall 
be recorded by means of audio or video technology.  
In addition, written notes shall be taken so that a brief 
accounting of the issues discussed and actions taken 
is compiled and entered into the permanent Minute 
Book of the City; and kept on file and of record in the 
Office of the City Clerk.  Audio or video recordings of 
meetings will be retained for a period of time in 
accordance with the current City of Peoria, State 
approved Records Retention and Disposition 
Schedules.

3.	All minutes of a Public Body are deemed to be Public 
Records, with the exception of Closed Executive 
Session Minutes which, while they fall under the 
definition of and are considered public records, by 
State Statute are deemed confidential and are only 
available under limited conditions or by Court Order.  
Transcribed minutes, or the audio or video recording 
of all open meetings of the City Council must be on 
file in the Office of the City Clerk, and available for 
public review by 5:00 p.m. on the third working day 
following each meeting, or as provided by Arizona 
Revised Statutes.

4.	Minutes of Executive Sessions (and if taped, the tape 
recordings) shall be confidential, are maintained and 
secured by the City Clerk, and may be accessed only 
as provided by Arizona Revised Statutes.

5.	Any confidential documentation provided to the Public 
Body and used during Executive Session discussion 
shall be provided to the City Clerk, who shall maintain 
and secure the documentation.

APPROVED:

        /S/					
Bob Barrett, Mayor

APPROVED AS TO FORM:

        /S/
Stephen M. Kemp, City Attorney
Adopted:  8/31/93 (CC #4439)
Amended: 1/31/94 (No CC)
Amended: 8/26/98 (CC #257-8C) [Prior Numbering: PPR Section 1-2]
Amended: 7/10/07, CC #SS3B